1. IT Procurement: Accessibility as a Functional Criterion
Hadi Rangin, IT Accessibility Specialist

2. Preview Background & History Accessibility, Security, and Privacy
Negotiating Accessibility in the Contract
Working with Vendors

3. Reactive vs Proactive Accessibility
Reactive vs. Reactive Accessibility
“Reactive accessibility” doesn’t work
14 years’ worth of experience with vendors
LMS: Blackboard, D2L, Moodle, Canvas
Library: Elsevier, Ebsco, Ex Libris
Conferencing Systems: Elluminate, Zoom
HR: Elucian, PeopleSoft, Workday
Misc: Google, Microsoft, Qualtrics, ServiceNow, PollEverywhere, Trumba, Panopto, Interfolio & many more

4. Goals of Collaborations
Short-term: Fix immediate problems
Long-term: Make accessibility a part of Design, Development and Quality Control processes

5. Product Types Legacy product with no plan for continuation or upgrades
Product with active contract and maintenance
Product being considered for RFP
Open-source or free products

6. Misconception of Accessibility
Last minute final touch-up
Lack of basic understanding of accessibility
Accessibility is too abstract and not taught
Local developers & vendors need accessibility training
Consider accessibility throughout application development cycle

7. Accessibility on the Rise?
More products entering campus than we can handle
Increase vendors’ understanding about accessibility
Most vendors work diligently to conform to legal standards (but they don't know what to do)
Entertaining VPAT & accessibility claims
Higher-ed lacks resources and expertise to test & verify accessibility claims/VPAT
Lack of ideas/plans for accessibility by purchasers/vendors

8. Accessibility as a Functional Criterion
Get involved in RFP process as early as possible
Local/regional vs. Internet2 purchase
The bigger the contract, the more leverage to negotiate accessibility
Accessibility is as important as security and privacy

9. The RFP Process (1/2) Working with service owner/manager
Understand new applications & relevant business Processes
Study VPATs and relevant info
Need to have sandbox/demo to test
Perform quick accessibility evaluations of potential products
Ask accessibility questions for RFP bidders
Rate and report your findings to the RFP search committee

10. The RFP Process (2/2) Once you have the final winner:
Perform comprehensive accessibility/usability evaluation of product
Compile prioritized accessibility issue list
Desired product is often not accessible
Should accessibility be a deal breaker?
Show-stoppers/deployment blockers must be addressed before deployment
Propose a timeline plan for fixes/enhancements to contract signer
Negotiate the roadmap & incorporate it in the contract
Collaboration is an effective option

11. Working with Existing Contracts
Same as RFP
Encourage & engage vendor in an accessibility collaboration
No serious financial incentives

12. Fun Vendor Tricks No one has asked for this before
Our product is accessible
We will build in accessibility with our new framework
The market needs us to build features first
We must use cutting edge technologies

13. The Contract Is Our Friend
VPATs are often useless
RFPs and purchasing boilerplate are often lacking
CEOs and/or engineers don’t get it or don’t care
They want our money

14. Negotiation Tactics It’s personal, and it’s a friendly rapport
You want to help them improve the product
You are an early adopter
You and your partners are concerned
You want to help them make their quarterly target
You want your institution to be an exemplar use case

15. Get It in Writing Accessibility and usability Start with WCAG 2
Point out the specific problems, starting with show-stoppers
Roadmap it with specific commitments and timelines
Propose an ongoing relationship with regard to accessibility
Have an escape clause
Be reasonable and flexible

16. Some Specific Cases
Canvas: An LMS vendor who became a true partner without contract specifics
Panopto: A lecture capture vendor who requires cajoling without existing contract specifics
Interfolio: An academic faculty management software vendor who agreed in detail to hit showstoppers quickly
PollEverywhere: An audience response system vendor who needed a longer timeline
Zoom: A web conferencing vendor who hit the list before the contract was signed
Workday: A HR application vendor who finally realized that accessibility starts right at the design phase
ServiceNow: An IT service management vendor who set step-by-step milestones to achieve WCAG 2.0

17. Building Collaboration
Accessibility is the responsibility of respective departments
UW accessibility team is here to help
We don’t own accessibility
We help other people own it

18. Working with Vendors (1/2)
Each collaboration project is unique
Sales reps, project managers, developers, users with disabilities, accessibility specialists, service owners/managers, account managers
Regular meetings with responsible dept/vendor
Demo of accessibility issues is very effective
Have the vendor perform some basic tasks with keyboard
Keeping all parties engaged & focus on the bug fixes/enhancements

19. Working with Vendors (2/2)
Gaining trust of liaison & company is key
Prepare to spend a lot of time with them
Follow up to ensure the group produces results
First results may take time
Watch for lip service
Site-visit for training & discussing complicated issues/redesigns

20. Bug Fix to Redesign Functional vs. Technical accessibility
Example: 96 shortcut keys to operate Lync
Accessible design vs. accessibility bandage
Follow UW Accessibility Philosophy
Adapting to an application vs. flexibility in application to user’s needs

21. Conclusion See accessibility as important as security and privacy
Get involved in RFP as early as possible
Help the respective departments understand that accessibility is their responsibility
Be reasonable, flexible & taughtful when negotiating the accessibility roadmap
Collaborate proactively with vendors and respective departments

22. Q&A
Hadi Rangin

23. Boundless UW FOR GENERAL USE
What defines the students and faculty of the University of Washington? Above all, it’s our belief in possibility and our unshakable optimism. It’s a connection to others, both near and far. It’s a hunger that pushes us to tackle challenges and pursue progress. It’s the conviction that together we can create a world of good. And it’s our determination to Be Boundless. Join the journey at uw.edu.

24. UW Philosophy of Accessibility
Universal Design (UD): Design and deliver products and services usable to a wide range of individuals without the need for adaptation or specialization
Accessibility should be integrated into the decision-making process:
Designing & developing local applications
Purchasing products from third-party vendors